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US Facilities Inc: Hmms Contract Manager -028

US Facilities Inc

This is a Full-time position in Hampton, VA posted February 2, 2021.


Facilities, Inc.

is looking for an HMMS Contract Manager for the Hampton, VA area.This position is in support for the Hampton Roads Harbor Tunnels and will be located at the Monitor Merrimac Memorial Bridge Tunnel (MMMBT) Administration Building Office.The role of this position will be to oversee the Planners/Schedulers, maintain contract documents, develop new contracts, perform contract renewal procedures, perform budget, and contract analysis and provide the analysis summary data to VDOT Management.

The position will also provide coverage on all aspects of a Planner/Scheduler when needed in their absence.

This position will recommend adjustments to the scheduled contract workflow in accordance with the VDOT Program Manager’s Budget Spend Plan and VDOT Management approval.

This position will be familiar with maintenance VDOT Contract specifications and ensure requirements are implemented into computerized Highway Maintenance Management System (HMMS) via Data Management Team.

This is to be accomplished on a routine basis as outlined in the following responsibilities:OVERSEE PLANNER/SCHEDULERSRoutine* Review Planner/Schedulers’ (PS) work order lists to identify work orders that are stagnant or may need urgent attention; Check the progression of repair/demand work orders; Check the status of Preventive Maintenance (PM) work orders ensuring they are being performed on time* Hold a quarterly review with the PS and VDOT Program Manager and Maintenance Manager* Provide guidance to the PS in resolving issues and where to look for supporting documentation* Respond to emergent issuesTraining* Provide training to new the PS via demonstrations and hands-on execution* Provide training on new materials and procedures/processes to continue growth in the position* Mentor to encourage teamwork and to achieve goalsCONTRACTSNew Contract/Invitation for Bid (IFB) Requests* Work with Program Manager and Maintenance Operations Manager when requesting an IFB* Review and analyze current and previous contract provisions if applicable* Create the Scope of Work with input from VDOT Management* Attend contract bid conferences when requested by the Contract Officer* Assist the Contract Officer with responses to IFB questions per VDOT management* Follow up on the IFB status and maintain updates in the shared contract tracking file* Follow procedures to request a new Standing Purchase Order upon receipt of Notice of Award and Cardinal Contract documentsContract Renewals for Established Maintenance Contracts* Track and alert management regarding expiration dates of established maintenance contracts* Perform a contract analysis on the expenditures reported in the PO tracker report, the PS Budget Report and the VDOT Cardinal Purchase Order Activity Reports* Complete an ASD document package as required by VDOT including the contract analysis summary and the Vendor Performance Report* Upon receipt of the approved renewal, initiate a New Standing Purchase Order requestStanding Purchase Order (PO) Requests for Established Maintenance ContractsComplete the Goods and Services Request form using quotations and contract documents* Provide a breakdown of each PO line item requested per the contract including cost, special notes, charge codes and quantity projected in an excel format* Submit all PO request documents to the Maintenance Program Manager or Maintenance Operations Manager for approval and to forward to the VDOT fiscal team for processingMAINTENANCE PLANSMaintain Fan Maintenance Plan Report* Disseminate updated reports to VDOT Management on a routine basisBUDGETPlanner/Scheduler Budget Summary Report* Review PS’s budget report looking for any obvious discrepancies and make corrections* Ensure with PS’s their budget report includes all quoted work approved or pending approval* Prepare comprehensive budget summaries * Work with the PS and VDOT Maintenance Management to maintain the contract work schedule and make schedule adjustments where needed in accordance with Program Manager’s Budget Spend Plan* Any other duties assigned by a SupervisorAnnual Budget Review and New Fiscal Year Budget Planning* Compare Cardinal Contract Historical Data to the PS’s Budget Summary per Contract usage* In collaboration with Data Manager prepare budget data for Annual Budget requests* Attend Budget Meetings to provide explanations on budget requestsCOLLABORATIONData Team and Contract Team Collaboration* Work with Data Team Management to review upcoming inspection events* Ensure both teams are always working towards the same goals* Review processes / procedures to see if they can be made more efficient* Using standing google meet event attend meetings as scheduled by Data Manager, initiate meeting with Contracts Team, initiate meeting with Data Manager’s team* Use the Google ” Share screen” feature to demonstrate messages in lieu of in-person discussionsUSF Team Meetings* Attend virtual weekly meetings with USF teams and provide input* Report to USF management HMMS team’s progress and concerns* Provide and update position’s cross-training instructions* Report back to HMMS team messages from USF managementQUALIFICATIONSEducation* 2-to-4-year college degree in a related fieldExperience* At least 2 years’ experience in contract analysis, contract management, government procurement procedures, supply chain management, budget and fiscal analysis, and supervisionRequirements* Understanding of contract execution workflow including scheduling contract work* Working knowledge and proficiency in use of contract documents* High level of proficiency in all MS Office and Google Office products* Deductive reasoning skills and ability to set goals to accomplish tasks* Detail concentration, time management, supervisory, and problem-solving skills* Knowledge of Hampton Roads Interstate and local roadways (desired)* Knowledge of the construction industry/trade (desired)* Virginia Driver’s License in good standingWORK CONDITIONS* Office environment and industrial area* Working from home during VA State COVID-19 guidelines* Primarily working independently and self-supervised* May be asked to perform other duties as needed by ManagementNOTE: This position is designated as essential and, as such, all duties associated with this job are required during emergencies, which may include but are not limited to inclement weather, disaster response and emergency operations.

VDOT/Contract Management will determine when essential positions are required.

Valid driver’s license is required.

DMV records check by the Department is required.

Fingerprint-based Criminal History Records Check is required.

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